Bulk Operations

Overview

Bulk operations let you apply an action to many secrets or users at once. Because they can involve thousands of items, they run asynchronously in a background queue. You can monitor progress, and stop any operation that hasn't yet completed, from two places:

• The Active Processes toast—a non-modal overlay in the top-right corner of the screen that appears while an operation is running.
• The Bulk Operations Dashboard—a dedicated admin page showing current and past operations.

Running Bulk Operations

You can perform bulk actions on multiple secrets in a folder:

1. Navigate to the folder containing the secrets you want to act on. Bulk actions are also available from the All Secrets page and other locations that show a secret grid.
2. In the Folder Scope dropdown, select whether to include secrets in subfolders.
3. Click the check boxes next to the secrets to include. To select all, select the header-row select box. The Bulk Actions appears at the top.
4. Click Bulk Actions and choose an action. Available actions include:
• Activate / Deactivate
• Assign jumpbox route
• Assign secret policy
• Assign to site
• Change password remotely
• Change security options
• Change share permissions
• Convert secret template
• Erase secrets
• Heartbeat
• Move to folder
• Request access
• Set privileged account
• Toggle autochange
• Update associated secrets
• Update password requirements

Monitoring an Active Operation—The Active Processes Toast

When a bulk operation (or an import or Heartbeat Now action) starts, an Active Processes toast overlay appears in the top-right corner of the screen. Initially the toast shows only the current operation. Each operation in the toast contains a Stop button if the operation is stoppable. The See More toggle expands the log details.

Stopping a Bulk Operation

Who Can Stop an Operation

User	Can stop from toast	Can stop from Dashboard
The user who started the operation	Yes	Yes
Any user with Administer Bulk Operations permission	No	Yes

The toast only shows the current user's operations. Admin-level stopping of another user's operation must be done from the Dashboard.

Important Behavior Before You Stop

Stopping a bulk operation does not undo any items that have already been processed. For performance reasons, the bulk-operation engine only checks for a stop instruction after every tenth item. This means the actual stopping point may be 10—20 items beyond where you clicked Stop.

Example: You are moving 1,000 secrets to a folder. After 71 have been moved you click Stop. The engine may complete up to 80 or 90 moves before the stop takes effect. The remaining secrets stay in their original location.

Stopping from the Active Processes Toast

1. When a bulk operation is running, the Active Processes toast is visible in the top-right corner.
2. Click Stop on the operation you want to halt. A confirmation dialog appears: "Do you really want to stop [operation type]?"
3. Click Stop (or Confirm) to proceed. The operation status changes to Stopped in the Dashboard.

Stopping from the Bulk Operations Dashboard

Any user with the Administer Bulk Operations role permission can stop any in-progress operation, including operations started by other users, directly from the Dashboard.

See Stopping an Operation from the Dashboard below.

Bulk Operations Dashboard

Accessing the Dashboard

Go to Admin (or Settings) and click Bulk Operations in the Secrets section. The Bulk Operations Dashboard opens.

Dashboard—Default View

When the Dashboard first loads, it is filtered to Running operations only. This is intentional: in most cases, users open the Dashboard to select the status of an operation that is currently in progress.

The grid columns are:

Column	Description
Description	Auto-generated caption identifying the type and scope of the operation.
Operation Type	The action performed (e.g., Move to Folder, Change Password).
Started By	The display name of the user who initiated the operation.
Started On	Date and time the operation started.
Status	Current state: Running, Completed, Error, or Stopped.

A Stop icon appears inline in the row for any operation whose status is running and disappears for completed, errored, or already-stopped operations.

Data retention: Secret Server retains the last 30 days of bulk operations (tbBulkOperations table). Operations older than 30 days are automatically removed.

Filtering the Dashboard

Click Add Filter and select Bulk Status to filter by operation state. A dropdown appears with the following options:

• Running—Operations currently executing or queued.
• Completed—Operations that finished successfully.
• Error—Operations that failed for any reason other than being stopped.
• Stopped—Operations that were stopped by their owner or by an admin.
• (Clear filter / X)—Removes the status filter; all operations within the 30-day window are shown. The Status column still indicates each operation's state.

You can also filter by date and user from the same filter menu. Verify available filter fields during run-through and add screenshots as needed.

Operation Detail Drilldown

Click any row in the Dashboard to open the detail panel for that operation. The detail panel shows item-level results—for example, which secrets succeeded or failed during a Move to Folder operation. For operations that processed many items, the detail list is paged. Use the paging controls at the bottom of the panel to scroll through results.

Stopping an Operation from the Dashboard

1. Locate the running operation in the Dashboard. Use the Running filter if needed.
2. Click the Stop for that operation.
3. Confirm the stop in the confirmation dialog.
4. The operation's status changes to Stopped.

The Stop button is visible on another user's operation only if you have the Administer Bulk Operations role permission. Without this permission, you can only stop your own operations.

Administer Bulk Operations Role Permission

Overview

By default, the Bulk Operations Dashboard shows only the operations started by the currently logged-in user. The user can also stop their own in-progress operations from either the toast or the Dashboard.

Users assigned a role with the Administer Bulk Operations permission have expanded access:

Capability	Without Permission	With Permission
View own operations in Dashboard	Yes	Yes
View other users' operations in Dashboard	No	Yes
View detail drilldown for own operations	Yes	Yes
View detail drilldown for other users' operations	No	Yes
Stop own in-progress operations	Yes (toast or Dashboard)	Yes (toast or Dashboard)
Stop another user's in-progress operation	No	Yes (Dashboard only)

Assigning the Permission

1. Navigate to Admin → Roles.
2. Select the role you want to grant this permission to, or create a new role.
3. Go to the Permissions tab and click Edit.
4. In the Scope dropdown, select All to display all available permissions.
5. Search for Administer Bulk Operations.
6. Select the checkbox next to it and click Save.

Effect on the Dashboard

Once a user has this permission, the Bulk Operations Dashboard shows all users' operations. The Started By column identifies who initiated each operation.